Event Planning Software Pricing: What Agencies Actually Pay in 2026

The three pricing models you'll run into

Almost every event planning tool prices itself one of three ways, and the model tells you as much as the number does.

• Flat SaaS tiers (free / pro / team) — a fixed monthly price per tier, usually with usage caps (projects, AI generations, storage). Predictable, easy to budget, the model most modern tools use.
• Per-seat pricing — you pay per team member, often on top of a base plan. Fine for a large team using the tool identically; punishing for a small agency where one or two people do most of the work.
• Per-project or per-event pricing — you pay each time you start a new event. Sounds fair for occasional planners, but it discourages using the tool for every project, which defeats the point of having one system of record.

What a solo planner should expect to pay

A solo or part-time planner running a handful of events a year rarely needs more than a solid free tier or a low-cost entry plan — roughly €0–40/month is the realistic range for a tool with AI-assisted planning, not just a spreadsheet template. Below that, you're usually looking at a generic project-management tool repurposed for events, not something built for briefs, floor plans, and client-facing exports.

MoodSpec's free plan is a useful benchmark for what "free" should actually include: one full project (brief, budget, timeline, tasks, floor plan), one AI-generated event plan, five AI mood board images, and a basic PDF export — enough to run one real event start to finish before you decide anything.

What a working agency should expect to pay

Once you're running multiple concurrent client projects, the math changes: you're paying for unlimited (or high-limit) projects, more AI generation volume, and features that don't matter to a solo planner — client-facing sharing links, branded exports, multi-seat access, permissions. Realistic range for a small agency is roughly €30–100/month per tier, sometimes more for larger teams on per-seat models.

As a concrete reference: MoodSpec's Pro plan (€39/month) covers unlimited projects, about 20 AI plan generations and 50 mood board images a month, granular regeneration of single items instead of whole redo's, and read-only client sharing with no account required on the client's end. Studio (€99/month, up to 5 seats) adds shared team workspaces, roles and permissions, and higher AI limits — priced for a small agency working as a team, not per head.

The hidden costs that aren't on the pricing page

The sticker price is rarely the full story. Before you commit, check what happens at the edges of a plan:

• AI generation caps — does a monthly limit reset, or do unused generations pile up pressure to upgrade? Ask what a normal month of real use actually costs you.
• Export limits — is a client-facing PDF free, or a paid add-on? Can your client view a shared link without creating their own account?
• Storage and file limits — reference images, contracts, and floor-plan assets add up fast; a low per-project file cap becomes a real cost once you're mid-project.
• Seat costs on "team" tiers — confirm whether adding a 6th person means a new tier, a per-seat surcharge, or simply isn't possible.
• Data export on cancellation — can you get your briefs, budgets, and timelines out in a usable format, or is your client history locked in?

How to actually compare two price tags

Don't compare monthly price alone — compare price per active client project, since that's the unit your business actually runs on. A €99/month plan that comfortably runs 15 concurrent projects for a 5-person team is cheaper, per project, than a €29/month plan that caps you at 3. Run the math against how your agency actually works before the number on the pricing page tells you anything useful.

MoodSpec's three tiers — Free, Pro (€39/month), and Studio (€99/month, up to 5 seats) — are priced around exactly that unit: how many real client projects you're running, not how many people happen to be logged in.